Using the Laserfiche Cloud Migration Readiness Assessment Tool

The assessment tool analyzes your workflows, business processes, and repositories to determine which items can be automatically migrated to Laserfiche Cloud and which need manual configuration either before or after migration.

Video: Begin your Laserfiche Cloud Migration Journey with Our New Assessment Tool

Get the Latest Version

Before running the assessment tool, ensure you have the latest version from the Laserfiche Installer. The Assessment Tool will also check for the latest available version and recommend an upgrade when a newer version is available.

Note: The Assessment Tool is installed per-user, under the user's profile, and not machine-wide.

Important: On the first launch after an upgrade, the Assessment Tool will automatically reassess all self-hosted installations.

Run the Laserfiche Cloud Migration Readiness Assessment Tool

  1. From the Self-Hosted Installations page, click Add Self-Hosted Installation.
  2. Under General Information, provide a descriptive name for the Laserfiche Workflow, Laserfiche Forms, or Laserfiche Repository installation you want to assess. If you need to assess multiple installations for migration, providing a descriptive name here will help you keep the assessments organized.
  3. Under Database Connection, specify the database management system (DBMS), server, and database name for the Laserfiche Workflow, Laserfiche Forms, or Laserfiche Repository installation you want to assess for migration.
  4. Select the authentication type for the database and provide credentials.
  5. Click Save. After saving, the installation appears in the Self-Hosted Installations list.
  6. In the list of Self-Hosted Installations, locate the installation you added and click Start Assessment.

Tip: You can edit the connection to your self-hosted installation and remove self-hosted installations from the assessment tool using the Edit and Delete buttons in the installation's row.

Download Assessment Data

Click the Download Report button next to the assessment you want to download. Select whether to save the report as a PDF or CSV file.

If you've run multiple assessments per self-hosted installation, click the arrow next to the self-hosted installation to see a list of all assessments.

  • You can export assessments directly from this list by clicking the Download Report button next to a specific assessment.
  • Clicking the Download Report button at the root level will download the assessment report for the most recent time the assessment was run.

Open downloaded CSV files in Microsoft Excel to edit the data and create migration checklists. Two CSV files are created, one that lists issues and another that lists statistics.

Understand Your Assessment Report

What Will Not Be Assessed

Most of the below items are not assessed or migrated because:

  • Laserfiche Cloud provides built-in support for components that had to be manually configured in self-hosted installations.
  • They contain information about past workflow or business process instances that should be archived instead of migrated.

Review the items in this list, and develop a plan for archiving or reconfiguring the components in Laserfiche Cloud.

Important: Access rights to processes, reports, and data sources are not migrated. Security settings for these components are configured in Laserfiche Cloud Account Administration.

Forms Business Processes

  • Audit logs: Archive your audit data before migrating.
  • Saved Report Snapshots: Saved reports will not be migrated to Laserfiche Cloud. Archive saved reports and related instance data for future reference.
  • Instances: Wait for active instances to complete and then archive instances for future reference.
  • User Preferences: Favorited processes, favorited reports, and other personalized user experiences will not be migrated. You can customize these settings directly in Laserfiche Cloud.
  • Volumes: Archive the data in your self-hosted volumes.

Workflows

  • Audit logs: Archive your audit data before migrating.
  • Instances: Wait for active instances to complete and then archive instances for future reference.

Repository

  • Audit logs: Archive data older than one year before migrating .
  • Dynamic fields: External tables and dynamic fields settings must be reconfigured after migrating using data sources in Laserfiche Cloud.
  • Deprecated features: Features that have been deprecated or have reached End-of-Life will not be migrated to Cloud, including folder filter expressions and digital signatures.
  • Users: Users need to be mapped to Laserfiche Cloud users during repository import via the Repository Export Client.

    Note: Laserfiche Cloud cannot directly access on-premises Active Directory, so users must exist in a SaaS Identity Provider such as Entra ID or Okta.

To open your Assessment Report

From the Self-Hosted Installations page, click View Report next to a self-hosted installation to view the most recent report run on the installation. To view previously run reports, click the arrow next to the self-hosted installation to expand the list of assessments and click a specific assessment.

Your Assessment Report

An assessment report has several sections:

Breakdown

This section gives you a high-level picture of how many of your repository components, workflows, business processes, and other resources (e.g., starting rules, Web services, email templates and servers, etc) fall into the following categories:

The numbers within the breakdown bar show you how many workflows, business processes, and other resources have been flagged in each category. The numbers around the breakdown bar indicate how many unique issues occurred in each category.

Example: You might have 10 workflows that require redesign, but only 1 unique issue. This may be because each workflow includes a Generate Web Client URL activity which needs to be replaced with the Find Entry activity in Laserfiche Cloud.

  • Ready for Laserfiche Cloud (Green): The items that are ready to be migrated or rebuilt in Laserfiche Cloud as is. These items don't need any changes to migrate them successfully to Laserfiche Cloud.
  • Need Review (Yellow): The items that need to be reviewed before migration. These items might need minor updates to ensure a successful migration, need minor changes when rebuilt in Laserfiche Cloud, or need to be reviewed after migration to ensure they are running as expected in Laserfiche Cloud.
  • Redesign Required (Orange): The items that need to be redesigned in Laserfiche Cloud before they will run successfully. For example, you may need to replace a self-hosted Workflow activity with a similar Laserfiche Cloud activity when rebuilding the workflow in Laserfiche Cloud.
  • Not Supported (Red): These items have no equivalent in Laserfiche Cloud. You will need to evaluate whether they are necessary to your repository or process or whether they can be removed.
  • Unselected (Gray ): If you select to reassess and only include selected items, the items you didn't select will be counted as Unselected items.
  • Not Used (Black): Any items such as starting rules, Web services, email templates, servers, etc. that are not being used in your self-hosted installation will be marked as Not Used.

Repository Assessments

Repository Info

This section lists the total database and volume sizes of your repository so you can get an idea of the physical size of the migration. It also provides information about the recycle bin, including the age limit for recycled items and how many items in the recycle bin.

Entry Statistics

This section lists the number of folders, documents, shortcuts, record series, images, text files, and electronic documents in the repository.

Users

This section provides a breakdown of how many repository users have signed in to this repository, including totals for the past week and the past three months. Users that have rarely or have never signed in may not need to be migrated.

Workflow or Business Process Assessments

Quick Info

This section tells you the number of items that were successfully assessed. For Workflow reports, the Quick Info section also details how often selected workflows have run as a business process and how many custom activities have been used.

Workflow/Process Summary

This section shows items specific to workflow or business process definitions (e.g., activities, events, and gateways/conditions) but not items specific to other resources (e.g., starting rules, Web services, email templates and servers, etc.).

Not Recently Run

This section tells you how many workflows or processes have not run in the last 30 days and the status of the items in these workflows or processes. The usage report gives you an idea of how many workflows or processes are no longer used or are rarely used. These workflows or processes may not need to be migrated to Laserfiche Cloud or may be a lower priority to migrate.

  • Click the Unselect link to clear the check boxes next to these workflows or processes in the Migration Readiness Details.

Migration Readiness Details

Each component of your Laserfiche Repository, Laserfiche Workflow, or Laserfiche Forms installation will be assessed and listed in this section.

Viewing Issues

Click the arrows in the Expand All column to see detailed lists of the issues encountered for each repository, workflow, or business process. Alternatively, click the Expand All link to see lists for all workflows or business processes.

Each issue has a brief description as well as a migration code following the format LFMIG-XXXX. Click the migration code to go to the Migration Issues and Resolutions help page. This page provides more detailed information about each issue.

Reports also include statistics on workflow instances, workflow activities, process instances, process steps, and durations.

Organizing Assessment Data

You can organize the assessment data in several ways to see what items can be migrated easily and which need more attention.

  • Filter: 
    • Entry, Workflow/Process Definition, or Other Items: Use the drop-down menu at the top left of the chart to filter by items specific to repository entries, workflow or business process definitions (e.g., activities, events, and gateways/conditions), or to show other issues (e.g., custom audit reasons, digital signature certificates, records management starting rules, Web services, email templates and servers, etc.).
    • Status: Click the Filter link and select the statuses you want to filter by. Then click Filter. For repository assessments, this option is only available if you filter by Other Items using the drop-down menu first.
    • Type: Choose between other assets, such as templates, records management rules, and users. This option is only available if you filtered by Other Items using the drop-down menu first.
    • Workflow/Process Name: Click the Filter link, and enter all or part of the workflow name, process name, or other resource name in the search bar at the top of the filter. Then click Filter.
  • Sort: Click a column header to sort by that column.
  • Run the assessment again: Click Reassess from the top right of the Migration Report page to run the assessment again. You can choose to reassess the entire self-hosted installation or only the items selected in the list of issues. Note that for repository assessments you can only reassess the entire self-hosted installation.
  • See previous assessments: You can navigate to previously run assessments either from the Self-Hosted Installations page or by using the drop-down menu next to the Reassess button in the top right of the Assessment Report page.
  • Download the assessment: Use the Download Report button in the top right to download the assessment report. Open downloaded CSV files in Microsoft Excel to edit the data and create migration checklists.
  • Delete the assessment report: Click the Delete button in the top right to delete the assessment.

Data Use Policy

Laserfiche compiles statistical and other information related to the performance, operation and use of the migration tool and utilizes results in aggregated form for security and operations management, to create statistical analyses, and for research and development purposes. Aggregate assessment data is used to identify the most common migration blockers so that we can focus on addressing areas with the greatest impact.

Laserfiche does not receive the complete contents of your assessment, and your organization owns the data that is generated from the tool.

Laserfiche receives the following data:

  • Time of report creation
  • Version of the Laserfiche Cloud Migration Readiness Assessment Tool used
  • Each instance of an issue code, status, and associated product (e.g. “LFMIG-1023, Orange, Laserfiche Workflow")

The data Laserfiche receives does not include the database connection details or user’s identity. The remaining data cannot be used to identify the source system or user. To further protect information privacy, data sent to Laserfiche also excludes the names of workflows and Forms processes, custom activity names, descriptions of activities, or any other user-submitted custom strings that are part of a Workflow or Forms process definition.

The results of utilizing the tool are not shared with third party resellers or other business partners.

The Laserfiche Cloud Migration Readiness Assessment Tool is subject to our End User License Agreement. Please also see our Privacy Notice if you have any questions about our collection and use of information.